Timesheets — Transactions
Overview
Timesheets is the module where collaborators record their working hours against projects or departments, and supervisors or HR review and approve those records. Approved hours feed downstream into invoicing (Freshbooks), accounting reports, and attendance PDFs. The module has two separate screens: a management screen for review and reporting, and a capture screen for hour entry.
For the end-to-end process, see: Workflow.
Note
For common UI patterns used across SARA (tables, filters, dynamic columns, naming conventions), see: Common Features
Timesheets
URL: /timesheets
Overview
The Timesheets screen is used by supervisors and HR to review pending timesheets, search historical records, generate accounting summaries, produce attendance reports, and manage Kimai-imported hours. It operates entirely on submitted timesheets — collaborators do not use this screen.
What you will see
The Reviewing tab shows pending timesheets organized by year and week number rather than arbitrary date ranges. The week-based structure reflects the payroll cycle — each record covers a specific calendar week, and the table identifies the collaborator, company, week range, and total hours captured.
The Search tab includes a rate/cost breakdown when the user has the view rate permission. These columns show the collaborator's hourly rate and the calculated cost for the selected period, derived from the salary records.
What you can do here
Review a timesheet — Opens the week detail view, showing the full daily breakdown: each day's date, work type, project or department, total hours, and billable hours. From here, the reviewer can approve or reject the timesheet.
- Approve — Marks the timesheet as approved (
APPR). If the Freshbooks integration is active, billable hours (marked as such by the collaborator) are automatically synced to the linked Freshbooks project as time entries at the moment of approval. - Reject — Marks the timesheet as rejected (
REJC). The reviewer selects a rejection reason and can add a comment. An email notification is sent to the collaborator with the reason and comment.
Bulk approve Kimai timesheets — Available in the Kimai tab. Approves all pending Kimai-imported timesheets for a collaborator at once.
Tabs
- Reviewing — Pending timesheets (
PEND) awaiting action. Once a timesheet is approved or rejected it no longer appears here. - Search — Find timesheets by collaborator, year, and date range. Shows approved hours with optional rate/cost columns.
- Accounting — Monthly accounting view: select collaborators, year, and month to get a summary broken down by week, company, hours, salary, and per diem amounts.
- Report — Attendance report: select collaborators and a date range to generate a PDF attendance record for each collaborator. The PDF covers all approved working days in the period with their time entries. When multiple collaborators are selected, each starts on a new page. The document is intended for physical signature by the collaborator.
- Kimai — Timesheets imported from the Kimai time-tracking integration. Loads asynchronously from the external system. Supports individual processing and bulk approval.
Timesheets Capture
URL: /timesheets-capture
Overview
Timesheets Capture is the screen collaborators use to enter their working hours. It shows the current year and week, the collaborator's year-to-date hours, and an accordion listing all active projects and departments the collaborator is assigned to. Each project or department has its own timesheet table. Historical timesheets are accessible under Old reports.
What you will see
The screen aggregates timesheet sources into the accordion. Each source displays its own table of submitted timesheets with their current status (INPG, PEND, REJC, APPR). A Manual input section is always present. When the Kimai integration is active, a Kimai section appears showing externally captured hours. Project-specific sections (populated from the project and logistics catalog) also appear when the collaborator is assigned to active projects.
The current year and week are shown prominently at the top alongside the year-to-date hour total, giving the collaborator a running overview of their progress.
What you can do here
Create a new timesheet — Opens a two-stage modal:
- Stage 1 — Configuration: Select the date (a calendar picker showing week numbers), the type (Project or Department), and the corresponding project with its work item, or the department. Click + Load to proceed.
- Stage 2 — Entry form: Enter daily hour records for the selected period. Each row represents a day and includes:
- Day type: Work on-site, Work offline, Day off (on-site), Training, or Travel
- Total hours — disabled and forced to zero automatically when Day off (on-site) is selected
- Billable hours — a YES toggle marks whether the hours are billable to the client
- Additional rows can be added for the same day via the + button
- Select the plant or facility where the work was performed. The plant field is required for all day types except Work offline — when Work offline is selected, the plant selector is hidden and no plant is recorded.
- Optionally add a comment and attach supporting files via drag and drop.
- Click Save timesheet to save as a draft (
INPG) and continue later, or Submit to send the timesheet for review (PEND).
Note
If a project has a minimum weekly hour requirement, an information banner appears in Stage 2 before entry begins.
Import via CSV — Upload a CSV file with columns PROJECT, DAY, HOURS, BILLABLE to bulk-import timesheet entries. An XLSX template is available for download. The system validates that days are consecutive, hours are within range (0–24), and days fall within the project's logistics calendar.
View Kimai hours — Displays hours captured at the physical Kimai nodes (office card-reader terminals) for the collaborator. These can be processed into SARA timesheets or viewed for reference.
Tabs
- Capture timesheet — Active timesheet entry. Shows current-week summary, accordion of active projects/departments, and the manual input section.
- Old reports — Archived timesheets from past projects. Organized in the same accordion format as Capture but covering completed or closed assignments.
Permissions
Permissions
Access and actions are permission-driven. See: Permissions